Home » Blog » How to Use Google Workspace eSignature for Business Approvals

How to Use Google Workspace eSignature for Business Approvals

By Divya – Support Engineer and Google Cloud Certified Digital Leader with 2+ years of experience in Google Workspace administration at XL Technologies. Her expertise includes user account creation, permission management, email configuration, security, and ticket handling. With proven skills, she ensures smooth, secure, and efficient Workspace operations for clients. At XL Technologies, Divya plays a key role in driving digital transformation through Google Cloud solutions. She is passionate about helping businesses maximize productivity and collaboration with Google Workspace.

Published in Blog on November 12, 2025

Table of Contents

Signing documents shouldn’t take hours or require printing and scanning. Many businesses are now turning to digital approvals to speed up workflow, reduce delays, and keep operations agile. Google Workspace eSignature makes this easier by allowing secure signatures directly inside Google Docs and Drive.

In this blog, you’ll learn how Google Workspace eSignature works, why more companies are choosing it, the industries that benefit most, step-by-step how to use it, and best practices to help you streamline your approval process.

What is Google Workspace eSignature?

Google Workspace eSignature is a digital signature tool embedded into Google Docs and Drive. It allows users to:

Sign documents electronically
Request signatures from others
Track signature progress
Store signed files securely in Google Drive
Maintain document integrity with audit trails

Everything happens inside Google Workspace — no external apps, no printing, no scanning.

Google also expanded the feature to support requesting signatures on PDF files stored in Drive (Dec 2024 update), indicating growing adoption among businesses.

Why Businesses Are Shifting to eSignatures

Modern businesses prioritize efficiency, remote access, and secure collaboration. Google Workspace eSignature supports this by:

Benefit	Explanation
Faster Approvals	No need for printing, scanning, or mailing. Signatures take minutes, not days.
Secure Storage	Documents remain encrypted and safely stored in Drive.
Cost-Effective	Eliminates paper, courier charges, third-party software costs.
Convenience	Works from any device — desktop, tablet, or mobile.
Legally Binding	Signatures comply with global eSignature standards (such as ESIGN and eIDAS).

How to Use Google Workspace eSignature (Step-by-Step Guide)

Step 1: Open Your Document

Go to Google Drive → Select the document that requires signing → Open it in Google Docs.

Step 2: Access the eSignature Feature

Click:
Insert → eSignature

If prompted, set up your digital signature profile.

Step 3: Add Your Signature

When adding your signature, you can:

Draw your signature
Type your signature with a selected font
Upload a scanned signature image

Once inserted, you can drag and place it in the correct position (e.g., signature section below your name).

Step 4: Request Signatures from Others

If the document requires signatures from other parties:

Click File → Request Signature
Enter the signer’s email address
Add a custom message (optional)
Click Send Request

The signer will receive a notification with a direct link to the document.

Step 5: Track Signature Status

Google Workspace automatically displays real-time tracking, including:

Who has signed
Who is pending
Date/time stamps

This eliminates confusion and follow-ups.

Step 6: Store and Manage Signed Documents

Once all signatures are complete:

The final version is locked and stored securely in Google Drive
Audit logs are automatically attached

The signed file cannot be edited (ensuring compliance and validity)

Best Practices for Using Google eSignature in Business

Best Practice	Why It Matters
Add clear signature blocks	Avoid confusion about where to sign
Include full names, titles & dates	Ensures professional and legal clarity
Use version control	Prevents outdated document versions from circulating
Use Drive shared folders	Helps teams collaborate and archive efficiently
Keep audit logs for record keeping	Ensures compliance in case of disputes

Industries That Benefit Most from Google Workspace eSignature

Real Estate
Lease agreements, tenancy renewals, property handover forms, and agent-client authorization documents can be signed digitally — helping deals close faster.
Human Resources
Offer letters, onboarding forms, NDAs, performance evaluation acknowledgments, and leave approvals can be signed quickly without paperwork delays.
Legal Firms
Client authorizations, compliance documents, legal declarations, and partnership agreements can be reviewed and signed securely with audit trails.
Finance & Accounting
Vendor contracts, invoice approvals, purchase orders, reimbursement approvals, and audit confirmation letters can be processed efficiently.
IT & Tech Companies
Service agreements (SLA), project scope documents (SOW), software licensing terms, internal policy sign-offs, and contractor agreements become easier to manage digitally.

Google Workspace eSignature vs Third-Party Tools

Before this feature was added, many companies used tools like DocuSign or HelloSign. These work well, but they require separate accounts and switching between apps. Google Workspace eSignature lets you sign and request signatures directly inside Google Docs and Drive — no extra setup needed.

Use Google Workspace eSignature when:

Your team already works in Google Drive
You want quick internal approvals
You prefer documents stored in one secure place
You want to avoid paying for extra software

For very complex signing needs (like notarized or multi-step legal workflows), some businesses may still choose third-party tools. But for everyday business approvals, Google Workspace eSignature is simpler, faster, and more cost-efficient.

Why Choose XL Technologies as Your Google Workspace Partner?

Not all Google Workspace plans support the eSignature feature. As a Google partner, XL Technologies helps you choose and activate the right advanced Google Workspace plan that includes eSignature, ensuring smooth setup and usage.